EXERCISE 1

OLIVANOVA COURSE

EXPENSES REPORT MANAGEMENT

SYSTEM
Last Updated: August 2009

OLIVANOVA Course Exercice. Expenses Report Management System

1 Introduction
The Expense Report Management System is a tool that helps the process of expense
reports to be followed. Using this tool, it is easy to follow the Expense Reports life cycle,
from its creation until it is paid to the employee.
Employees give in their expense reports when all tickets relating to business travel or a
business lunch have been collected.
If the employee received a payment in advance, this must be entered when the expense
report is created. Besides, each expense will be specified in a line. The advanced payment
must be subtracted from the total expense that will be paid to the employee.
When an Expense Report is issued, it must be reviewed by the Department Manager. Who
will decide if the expense report is authorized and continues its flow. But he can deny the
report, and specify the reason for not authorising the expense report.
Before paying an expense report, the payment must be approved by the Accounts
Manager. He can also deny the payment, but in this case, he should indicate the reason
why it is denied.
If the expense report is denied by a Department Manager or Accounts Manager, then the
employee should modify it accordingly and depending on the reason given by the
managers.
After the employee modifies the expense report, he should issue it again to start the
process.
Finally, when an expense report is approved, an Accounts user or the Accounts Manager
can pay it. Then, the expense report status will be paid and the payment date is kept.

2 Data definition of the system

2.1 Expense report
Header and footer: general information about expense. It collects all related expenses for
a project and an employee.
Report identifier. It must be unique.
Creation date of the expense report.
Employee that hands in the report
Project related to these expenses
Brief description of the expenses reason.
Advance payment
Total expenses: sum of all expenses
Balance (Total expenses Advance payment). If the balance is higher than 0, and the
payment type contains an additional cost, this value will be subtracted. In case after
subtracting the additional cost, the result of the operation is negative, then balance
will be zero.

CARE Technologies, S.A. 2009

OLIVANOVA Course Exercice. Expenses Report Management System

Current state of the expense report. It can be:

0-Open
1-Submit
2-Authorised
3-Approved
4-Paid
Approval date.
Payment date and payment type.
Reason why the expense report is not authorised (optional).
Reason why the expense report is not approved (optional).
Comments related to payment (optional).

2.2 Expense line

Each expense is specified in a line.
Data to be stored:
Line number: each expense report will have its own list number
Expense date
Expense type: (Kilometres, rent a car, plane ticket, lunch bill etc.)
Units: Number of elements defined as expense. For example, kilometres, lunch invoice
number, etc. Its default value is 1
Price: It represents the price per unit. It is assigned depending on the type of
Expense.
Expense description: a short description about the expense. For example:
Plane ticket from Barcelona to Munich or
Lunch ticket in Gourmet Restaurant with customers (CHG Company)
Total expense: price * units

2.3 Expense type

An expense type contains all kinds of possible expenses that can be added into an expense
report. For example, rent a car, petrol ticket, etc.
Expense type code. Maximum length 4 characters.
Short description about the expense type

CARE Technologies, S.A. 2009

OLIVANOVA Course Exercice. Expenses Report Management System

Is a fixed price by the company?

Fixed / recommended price.

2.4 Payment type

It contains all possible ways that the company can return the money spent by its
company.
The payment type can be changed during the expense report process.
It is not mandatory to link a payment type when an expense report is created. It can be
linked during the expense report process. But before paying an expense report, it must be
related to a payment type.
The information related to a payment type is:
Expense type code: It must be unique. Maximum length 4 characters.
Short description about the expense type
Extra charge?: Some payment types have extra charges that decrease the amount to
be paid to the employee. By default, the quantity is zero.
Extra charge percentage: this field indicates if the quantity as extra charge is a simple
amount or a percentage of the total amount of the expense report

2.5 Department
An employee can be a member only of one department. Each department has a manager
that is an employee of this department.
Department code: It must be unique. Maximum length 4 characters.
Department name
Department manager
Number of active employees that belong to this department

2.6 Project
A project can be developed by a group of employees. In the same way, an employee can
work in several projects. A project is managed by the Department Manager and he can
add or remove employees of the working group.
Project code: It must be unique. Maximum length 4 characters.
Project name
Number of employees that are working on the project
Total of expense reports related to the project

CARE Technologies, S.A. 2009

OLIVANOVA Course Exercice. Expenses Report Management System

2.7 Employee
This is the set of all the employees belonging to the company.
Employee code: It must be unique. Maximum length 4 characters.
Name and Surname
Address, telephone and e-mail
Department
Is he a Department Manager?
Fired (now, he is not working for this company)

2.8 Department Manager

An employee can be a Department Manager of his department. Then, he will have extra
functionality. For each department, it is not possible to have more than one manager.
When an employee who is Department Manager is moved to another department, he will
be a normal employee in the new Department.
Employee Code: It must be unique. Maximum length 4 characters. It is recommended
using the Employee initials.
Department which is the Manager.

2.9 Users
Users do not belong to the employees group.
User code: It must be unique. Maximum length 4 characters.
Name and surname
E-mail (optional)
Depending on the access level, a user can be specified as:

Accounts User

Accounts Manager

Administrator

3 EXERCISE DESCRIPTION
3.1 EXERCISE 1
During the first exercise, the static part of your model is defined. The static part of a
model should contain:
CARE Technologies, S.A. 2009

OLIVANOVA Course Exercice. Expenses Report Management System

Classes

Attributes

Structural Relationships (aggregation and inheritance)

For derived attributes, it will be required to define the corresponding derivations formulas.
Beside, if inheritance relationships are defined, then it will be necessary to add, the
corresponding carrier event and liberator event (optional).

CARE Technologies, S.A. 2009